Document Controller / Manager, Infrastructure | General Contractor | Toronto – Outpost Recruitment

Infrastructure contractor has an opening for a Document Controller to join their project team in Toronto. Outpost Recruitment is excited to work with our client on this full-time permanent role. Compensation: Competitive salary ($80,000 - $120,000), great benefits package, 4 weeks' vacation, monthly public transit pass, fitness membership, training opportunities, and more.

Document Controller / Manager Role

Document Management and Coordination:

• Implement and maintain document management systems and procedures to securely store and retrieve project documentation.
• Plan, organize, direct, and control the documentation process for construction projects, ensuring accuracy and efficiency according to project scope and deliverables.
• Monitor and control revision status, ensuring current and superseded versions are correctly identified and accessible.
• Work closely with engineers, project managers, contractors, and stakeholders to distribute documents and communicate revisions efficiently.

Compliance and Quality Assurance:

• Ensure all documentation complies with company policies, industry standards, and regulatory requirements.
• Review and verify documents for completeness, format, and compliance with contract and project requirements. Address discrepancies and deviations from standards.
• Develop and implement quality control programs to maintain the accuracy and completeness of project documents.

Collaboration and Training:

• Provide orientation and training to project staff on document control processes, tools, and best practices to ensure consistency and efficiency and introduce new platforms for project document management and improve procedures.
• Coordinate with architects, consultants, clients, suppliers, and subcontractors to manage documentation and ensure compliance with contractual agreements.

Budget and Cost Management:

• Prepare and submit budget estimates related to document management and control processes.
• Monitor and manage documentation-related costs, ensuring efficient resource use.

Scheduling and Progress Monitoring:

• Develop documentation schedules and milestones, tracking progress against established timelines.
• Ensure timely preparation and submission of project documents, including progress reports and schedules.

Contract and Stakeholder Management:

• Prepare and manage documentation related to contracts, including revisions, changes, and additions as per Projects and Client’s Schedule of Works.
• Represent the company in document control matters and negotiate with stakeholders as needed.

Reporting and Documentation Handover:

• Generate, maintain, and report on document tracking systems, ensuring transparency and up-to-date information for project teams and management.
• Manage the process of document submittals, transmittals, and requests for information (RFIs), ensuring timely reviews and approvals.
• Prepare for project completion with detailed handover of project documents.

Procurement and Resource Management:

• Oversee the procurement of documentation-related materials and resources as needed.
• Manage the activities of document control staff and subcontractors to ensure effective documentation processes.

Experience and Requirements of Document Controller / Manager:

• Two- or Three-year College Diploma in Records Management, Construction, or a related field is required.
• Lead or supervisory experience would be a strong asset but not mandatory.
• At least 5 years of experience in document control with a large Engineering or construction firm specialized preferably in Rail, Architecture, or Construction.
• Proficiency in document management software (e.g., AutoCAD, Project SharePoint, Aconex, PM Web, Asite, Procore, ProjectWise, Autodesk Construction Cloud, Blue Beam, Power-Bi) and MS Office Suite.
• Strong understanding of engineering and construction project workflows, project scope.
• Must have the ability to read drawings, contract documentation standards and project timeline exported from MS Project and Primavera.
• Excellent organizational skills and attention to detail.
• Effective communication and interpersonal skills to effectively interact with project teams and stakeholders.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Good communication needed written and verbally.
• Good command of the English language written and verbal.

Ideal Candidate:

Only candidates with authorization to work will be considered (Employer sponsorship is not available). Please clearly highlight relevant work experience, project overviews, and project scale ($) in your resume.